Hauraki District Council
Plains Ward Committee
MINUTES OF A MEETING OF THE PLAINS WARD COMMITTEE HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON TUESDAY 8 OCTOBER 2013 COMMENCING AT 9.00 AM
Crs G R Leonard (Chairperson), B A Gordon, D E Challis, G A Harris, and His Worship the Mayor J P Tregidga
Messrs S B Fabish (Community Services Manager), K D Thompson (District Engineer), Mr J McIver (Community Development Officer), and Ms C Black (Council Secretary)
There were no apologies.
Pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the Chairperson called for late items to be accepted.
THAT pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, the following late items be accepted for discussion.
- Ngatea Domain and Hall Management Committee Minutes – 15 August 2013
The item was not on the agenda because the item was unavailable at the time of the agenda deadline.
Discussion on the item could not be delayed because the minutes were required to be received by the Ward Committee as some time had elapsed since the meeting of the Ngatea Domain and Hall Management Committee.
PLWC13/51 Gordon/Harris CARRIED
Request for Financial Assistance - Hauraki Plains College Districts and Rowing Club, Ngatea 
Representatives of the club, Mike Speedy and Natalie Sorensen were in attendance.
They advised that there have been some unforeseen design changes to the floating pontoon that will be installed on the bank of the Piako River opposite the Hauraki Plains College. The design changes relate to engineering requirements as well as consent fees and have added an additional $25,500 to the project.
Council have already provided funding of $21,000 for the design and engineering specifications of the pontoon structure.
The club has been pursuing funding from multiple sources and requested consideration of funding of $10,000 from the Ward. They intend fundraising the outstanding balance of $16,000 themselves.
They advised that the pontoon is not intended for exclusive use by the club but would also be used by Waka Ama groups and other members of the public. The intention is to start building the pontoon after March 2014.
The District Engineer provided a brief comment on aspects of the structural engineering of the pontoon.
Mr Speedy and Ms Sorensen were thanked for taking the time to present their request to the Committee and staff.
CONFIRMATION OF MINUTES
THAT the minutes of the meeting of the Plains Ward Committee held on Tuesday 10 September 2013 are confirmed and are a true and correct record.
PLWC13/52 Harris/Challis CARRIED
MATTERS ARISING FROM THE MINUTES
Survey - Pedestrian Safety Fence and Footpath Extension on Piako Bridge
Cr Leonard and Cr Harris are still to meet with the District Engineer to prepare a brief for the school to undertake the survey on the pedestrian use of the bridge.
The Community Development Officer’s monthly report was presented for the Committee’s consideration.
THAT the Community Development monthly report be received, and
THAT the correspondence from the Hauraki Teenage Ball Committee, Hauraki Plains College & District Rowing Club, Kaihere Hall Committee and Hannah and Liam Shields be received.
PLWC13/53 Harris/Gordon CARRIED
Requests for Financial Assistance [CDV-30-100]
Consideration was given to the request from the rowing club following their presentation earlier in the meeting.
The members supported the club’s efforts in establishing the rowing club and supported that $10,000 be granted to them towards the additional costs related to the construction of the floating pontoon.
THAT $10,000 (GST exclusive) is granted from the Community Facilities and Recreational Development Fund to the Hauraki Plains College Districts and Rowing Club for additional costs related to the construction of the floating pontoon in the Piako River.
PLWC13/54 Leonard/Harris CARRIED
The President of the Hauraki Teenage Ball Committee has written requesting a waiver of the hall hire fee for a social event that was held in the Ngatea War Memorial Hall on the 14 September. The function was not organised by the College but by a Committee formed to provide the event for teenage students.
The hall booking made by the President was from 3:30pm Friday 13 September to 10am Sunday 15 September; the social category fee being $484.50 for a 1 day 18.5 hour hire.
The writer advises that any excess funds raised from the event will be donated to the local St. John and Fire Brigade services.
There was some concern raised around social issues related to alcohol and student’s behaviour at these types of functions and whether Council should support a private social function.
THAT a grant of $117.00 towards hall hire is made to the Hauraki Teenage Ball Committee.
A vote was taken on the motion.
Cr Harris and the Mayor voted against the motion.
The motion was lost.
An amendment was proposed to the motion.
THAT funding is not granted to the Hauraki Teenage Ball Committee in support of the cost of hiring the Ngatea Hall.
PLWC13/55 Harris/Tregidga CARRIED
Noted: Cr Challis voted against the motion.
Cr Leonard supported the motion.
The Secretary for the Committee has written requesting assistance with the cost of renovating the hall kitchen and updating the mains power system in the hall.
The writer advises that they have a shortfall of $10,000 needed to complete the work.
THAT the Ward Committee support the hall renovation and upgrade of the mains power system project ‘in principle’ but ask that more information is provided on the project before any further consideration of funding assistance is given and that this information be reported back to the next Ward meeting in December.
PLWC13/56 Gordon/Challis CARRIED
Cr Gordon commented that there is a need for more consistency in how the requests are evaluated particularly around criteria and level of funding contribution.
Letters of appreciation were presented from Hannah and Liam Shields thanking the Plains Ward and Council for grants of financial assistance towards their representation in the Junior Inline Hockey World Championships held in July this year.
The Community Services monthly report on activities was presented for the Committee’s consideration.
THAT the Community Services monthly report be received.
PLWC13/57 Gordon/Harris CARRIED
Status Report: Plains Ward Committee Meeting - 10 September 2013
The Community Services Manager updated the members on the status of previous matters considered at the meeting in September.
LATE ITEMS OF BUSINESS
The minutes of the Ngatea Hall and Domain Management Committee were tabled and presented by Cr Gordon.
THAT the minutes of the Ngatea Hall and Domain Management Committee held on Thursday 15 August 2013 be received.
PLWC13/58 Gordon/Harris CARRIED
The Chief Executive, Drainage Manager, Drainage Overseer and Mr Ian Sara of the Waikato Regional Council attended the meeting at 10.30am.
Tribute to Retiring Plains Ward Member: Cr D E Challis
Cr Leonard thanked retiring member Cr Challis for his contribution over his time on the Plains Ward. She highlighted the significant changes on the Hauraki Plains over his 18 years on Council, particularly as regards to drainage and roading. She also thanked the CEO and staff for their support of the Plains Ward Committee members.
She stated that Cr Challis has always been a strong advocate for the small community and utilising local businesses. She thanked Rae his wife for her support over the past 18 years and recapped on some of the highlights she remembered, particularly his challenging discussions about depreciation and the engagement of consultants. She stated he leaves behind huge shoes to fill.
Cr Gordon also thanked Cr Challis for his contribution over the years particularly in the area of drainage on the Hauraki Plains.
Drainage Manager, Ian McLeod, Drainage Overseer, Bruce Stephens and Ian Sara (WRC - Piako Scheme Works Supervisor) all thanked Cr Challis for his support regarding drainage matters and for his support of the district drainage committees over the years.
The Mayor spoke of a number of successful projects that Cr Challis had been involved with over the years and thanked him for his valued contribution to Council.
The Chief Executive, in closing, spoke in support of Cr Challis’s contribution from a staff prospective and wished him well for his retirement.
The meeting closed at 10.45am.
G R Leonard
10 December 2013